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CIP
Frequently asked questions
CIP user's guide
List of CIP agents for Canadian publishers
CIP Application Form(electronic version)
See Also
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Canadian Cataloguing in Publication Program
Canadian CIP user's guide
Introduction
Cataloguing in Publication (CIP) is a free cooperative venture between publishers and libraries which enables books to be catalogued before they are published. This pre-publication cataloguing information is then distributed widely to booksellers and libraries, giving them advance information so that they can select, buy and process new books.
The distinguishing feature of Cataloguing in Publication is that the catalogue record is created and disseminated prior to publication and is printed in the book itself.
This document describes the requirements of the CIP Programme and how Canadian publishers can participate in it.
Contents
Benefits of the CIP programme
The CIP Programme enables publishers to promote their new books by providing booksellers, wholesalers and librarians with advance information they can use to select and purchase new books. The CIP data are also printed in the books themselves and can be used by libraries for cataloguing new acquisitions.
The Canadian CIP Programme is coordinated by Library and Archives Canada and is operated through a network of agent libraries across the country who provide CIP services to the publishers in their respective areas. This decentralization is one of the advantages of the Canadian CIP Programme, for it allows publishers in all parts of the country to receive the prompt attention of their CIP office.
CIP gives the publisher, free of charge, valuable publicity for forthcoming books by distributing the CIP data in a variety of products and utilities. For example, CIP records appear in "New Books Service", an on-line service showcasing new Canadian publications. CIP records also appear in the national bibliography Canadiana, on Library and Archives Canada's bibliographic database AMICUS, on magnetic tapes that are exchanged regularly with other national libraries, and in Canadian Books in Print.
Obtaining CIP data for a publication does not create delays in publishing schedules. However, it is important that the CIP office creating the CIP catalogue record be provided with full information on the work being catalogued as far in advance of publication as possible.
The CIP catalogue record is a brief description of a publication. It includes information (such as author(s), title, series title, subject headings, ISBN, ISSN and classification numbers) that is used by book buyers, readers and researchers to identify and locate publications. The record is created and arranged according to internationally established standards which make it possible to distribute information about publications throughout the world.
Scope of the CIP programme
The Canadian CIP Programme covers publications published by commercial publishers, by institutions and organizations or by individuals in Canada, as well as many federal and provincial government publications. As the programme is intended to serve Canada's libraries and the book trade by cataloguing books in advance of publication, the aim is to cover titles that are likely to be widely distributed in Canada.
Publications included
Books on all subjects, for all age groups, that are published in Canada are covered in the CIP Programme. The following are some of the specialized types of publications also eligible for CIP:
- musical scores;
- exhibition catalogues and art books;
- publications of university presses, professional and trade associations;
- reprints;
- paperbacks;
- looseleaf publications;
- volumes in monographic or multi-volume series;
- federal, provincial, territorial and municipal government publications;
- microforms;
- CD-ROMs and other computer discs, computer software, etc.
- kits or mixed media material;
- translations published in Canada.
Publications excluded
- books that do not bear the imprint of a Canadian publisher on the title page;
- serials, i.e., periodicals, annuals and other works which are regularly issued under the same title. (However, on request, Library and Archives Canada will provide serial publishers with cataloguing data for these publications.);
- specialized publications of a transitory or ephemeral nature, such as trade catalogues, telephone directories, calendars, almanacs, timetables, coloring books, comic books, cutout books, etc.;
- sheet music;
- single articles reprinted from periodicals;
- books published on demand, including books paid for or subsidized by individual authors;
- primary and secondary school textbooks including instructional materials such as workbooks, teachers' manuals and laboratory manuals.
If you have any questions about the eligibility of one of your forthcoming publications, please contact the CIP office for your region (see below).
Co-published works
If publication of a work is being shared by two or more Canadian publishers, one of these publishers, usually the one with primary responsibility for production, should apply for CIP data to the CIP office responsible for the area. The CIP office should be informed that the work is being co-published, by whom and if an additional ISBN for the other publisher(s) will appear in the publication.
If a publication is being issued simultaneously by a Canadian and a foreign publisher, each publisher should apply within its own country for CIP data. In these cases, both the Canadian and foreign sets of CIP data must be printed in the work.
How to participate in the CIP programme
For each forthcoming book which falls within the scope of the CIP Programme, the publisher should complete an online CIP Application Form which, upon completion, is submitted to the CIP regional office. The Canadian CIP information form (NL-281) is still available in Rich Text Format [36 KB] for downloading.
It is important that you submit an accurate representation of the title page with the CIP information form, including information on the name(s) of the author(s), the title, subtitle(s) and the place of publication, the name of the publisher and the projected date of publication. Catalogue records are created on the basis of the information provided on the work's title page and the subject matter covered by the work. Therefore, although the completion of the CIP application form is very important, it is essential that it be accompanied by copies of:
- the title page
- table of contents
- introduction and preface
- all publicity material prepared for the forthcoming publication
If you have any questions about the CIP Programme, please contact the CIP agent for your region.
How to print the CIP data
The CIP data must always be printed in the publication.
Print the CIP data on the back of the title page, either a typeset version or as a full or reduced-size photofacsimile. The data elements, however, must be printed completely, without any alterations to sequence, punctuation, capitalization or spacing. The punctuation or capitalization may sometimes seem peculiar but it is prescribed by standards that permit the catalogue record to be understood internationally.
Note: If the heading giving the author's name has been established with the year of birth and the author does not wish the year to be published, you may replace the actual date with the word "date" (e.g., Smith, John, date).
Example of a CIP catalogue record
In the example below, the first line given is the header which identifies the information as CIP data. The main entry for this particular item is its author, Marvin L. Kwitko. The description of the book (its title, any series information, appropriate notes, and ISBN) follows the main entry. The book has been assigned two subject headings which appear after the description and are identified with Arabic numerals. The added entries, identified with Roman numerals, follow the subject headings. For this book, added entries have been created for the title and for the series to which this book belongs. The last line of the CIP entry gives the Library of Congress classification number, the Dewey decimal classification number and the Canadian control number, in that order.
A CIP entry, as printed in the book, looks like this:
If you have any questions about the information appearing in the CIP data, please contact the CIP office for your region.
Pre-publication changes
Publishers are requested to immediately notify their regional CIP office if they make any changes before publishing the book that involve the original information they submitted to the CIP Programme. This ensures that the CIP records made available to booksellers, wholesalers and libraries are correct and up to date.
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